Subaward Request FAQs

In order to increase compliance with Federal Guidelines, Subrecipient Monitoring, and the Single Audit related to risk assessment of subrecipient organizations and their projects, SPA has updated the process for requesting and finalizing outgoing Subawards. These FAQs address Subaward Request form completion and workflow.

Kuali Build and the Subaward Request

The Subaward Request is submitted through Kuali Build. Like other "forms" systems, only the creator can view or edit their forms.  SPA Subaward staff can view submitted forms (but not drafts).  Unlike most other "forms" systems, Kuali Build includes a robust workflow that allows us to capture PI approval (for audit purposes) and generate notifications. We have enabled integration of some Kuali Research data into this form for data accuracy.

A form number is assigned on submission of the form. This number will be provided in a notification to the submitter. Unfortunately, it does not appear in the Submissions list that can be viewed by the creator/submitter. SPA has requested that Kuali Build consider this enhancement to the software.

Email notifications from Kuali Build are from Kuali Notifications (no-reply@mail.kualibuild.com).

The Organizations dropdown list isn’t showing up…OR...the organization I need isn't in the dropdown list

The subaward must appear as an Approved Subaward in the Kuali Research Award record that you entered, or it will not appear on this dropdown list. Make sure you are using the Award ID for current budget year, and not the -00001 record.

For new subawards listed in the submitted KR proposal: As we continue with data clean-up related to the Subaward Request implementation, please contact jsimons@umaryland.edu and provide the KR Award ID that you entered (the award that will fund this subaward) and the organization(s) that are missing. Going forward, the Award record will be entered with the Approved Subawards listed in the proposal.

For new subawards not listed in the submitted KR proposal:  Please contact jsimons@umaryland.edu and provide (1) the KR Award ID that will fund the subaward, (2) the organization(s) that you wish to add, and (3) written sponsor approval of the subaward when required, or documentation that Sponsor approval of the new subaward is not required. 

What is my Award ID?

Use Kuali Research (Common Tasks > Search Awards) to find the relevant Award ID for the award that will fund this subaward. The Award ID is in the format 123456-00011 and can be found on the KR Award record and in Medusa.

Use the record for the CURRENT year of the award. Do not use the -00001 Award record.

What is my Subaward ID?

Use Kuali Research (Common Tasks > Search Subawards) to find the Subaward ID that you plan to modify.  The Subaward ID is a 5- or 6-digit number. 

In the Subaward Lookup: 

  • Subrecipient = the Organization ID – use the magnifying glass to search
  • Requisitioner User Name = UMB PI – use the magnifying glass to search (enter 02 as the Campus Code to search only for UMB employees in this lookup)

If the Subaward is in "SAVED" status and not "FINAL," it cannot be used in Kuali Build. Contact your SPA Subaward team or jsimons@umaryland.edu for assistance.

How do I see my draft (or submitted) form?

Log into Kuali Build. Click on Submissions, and then select Submitted or Drafts. 

  • You can bookmark this link:  https://usmd.kualibuild.com/
  • You may start a form, save, and return later.  These are your Drafts.
  • You may duplicate a Submitted form - go to the Actions column and select Duplicate and Edit, or view the form and select Duplicate and Edit.
  • You may check the status of a Submitted form – click on the link in the Form column to view the form, then in the left column of the form, toggle from Review to Status.

I have a subrecipient form pending PI approval. I asked the PI if they received an email notification, but they cannot find anything. What should I do now?

Email your PI with this information:

Log into Kuali Build:  https://usmd.kualibuild.com/   (You can bookmark this page)
Click on Action List.  (The “Action List” should have a number next to it, showing how many forms are ready for approval.) Click anywhere on the line to open, review and approve.

What does SPA need to troubleshoot my form? Whom should I contact?

For questions about the Organizations dropdown list or other questions about the functionality of the form, contact jsimons@umaryland.edu. For questions about how to complete specific form fields, please email the SPA Subawards Team. We cannot see your DRAFT forms. We can see your Submitted forms. The Form Number is included in emails sent to the Submitter. Please reference that number when you have it.

What is the status of my Submitted form?

Once your form has been submitted you can check to see where it is in the workflow. 

Log into Kuali Build. Click on Submissions, and then select Submitted

If the Status column says "Complete", then the form has been approved. Submitters receive an email with a copy of the approved form. At this point, the Kuali Research record for this subaward has been created and the SPA Sub Team will send the subaward to the subrecipient. The SPA Sub Team will notify the submitter when the document has been emailed to the subrecipient.

If the Status column says "In Progress", then the form is still in the workflow. Click on the link in the Form column to view the form, then in the left column of the form, toggle from Review to Status. If the form is at the approval stop for "SPA Approval - Sub Team", look at the date of notification under "Submitter notified that SPA Sub Team is receiving form". This starts the 15-business-day turnaround time in SPA's business process for subaward review. After 15 business days, if you have not heard from the SPA Sub Team, contact Venzula Harris if you’re on Team Red, or Bill Hugo if you’re on Team White. 

How do I print a copy of my form?

After the form is approved by SPA you will receive a PDF copy of the form. If you need one before then, you can print your Draft or Submitted form. Log into Kuali Build. Click on Submissions, and then select Submitted or Drafts. Select the link in the left column to view the form, then use your browser settings to print.

What information can I give our subrecipient about the UEI (federal Unique Entity Identifier)?

To obtain a UEI, register in SAM.gov and click on the “Get Started” link under the “Register Your Entity…” heading in SAM.gov.

Subrecipients that are already registered can look up their UEI in SAM.gov.

When is the Subrecipient Commitment Form needed?

The Subrecipient Commitment Form must be provided with the Subaward Request. The current completed Subrecipient Commitment Form, signed by the Subrecipient's authorized official, is required, otherwise SPA is prohibited from sending the subaward to the subrecipient until that form is received and fully completed. Exceptions may be made but only on a case by case basis, AND NO exceptions will be made when UMB’s prime award is a federal sponsor. The Scope of Work (SOW) and the budget are also required at the time the subaward request is submitted. Statement of Work template

During the proposal development stage before SPA submits a proposal containing a subaward, the following documents must be uploaded in KR Proposal Development:

  1. Scope of Work
  2. Budget
  3. Letter of Support from Authorized Representative at Sub Organization - Subrecipient Letter of Support Sample
  4. A copy of their Federally Negotiated Indirect Cost Rate Agreement, if applicable.

Do we need a Purchase Order for execution of the subaward?

Request the purchase order after you receive the fully executed subaward. Submit the requisition in Quantum for a new PO# or a change order when funds are being added and attach the fully signed subaward document to the PO requisition. Email SPA with your PO# and reference the Subaward Request Form number and/or the Kuali Research Subaward ID.

What documents are needed for SPA to begin processing a Subaward Request?

We need the Subaward Commitment Form, PI approval, budget and scope of work.

What documents and steps are needed for SPA to complete the Subaward?

Scope of Work; Budget; copy of their Federally Negotiated Indirect Cost Rate Agreement, if applicable (if not provided with proposal); completed and signed Subaward Commitment Form; PI approval of the Subaward; Sponsor Approval, when required.

How do I know if I am working with a Subrecipient or a Vendor?

Review the guidelines for determining whether the entity is considered a vendor (contractor) or a subrecipient.

How long does it take from submitting the Subaward request until execution?

SPA's standard turnaround time for initial drafts to be sent to the organization is 15 business days from receipt of the request. Depending on workload of our staff, and the complexity of the award, this timeline may sometimes be longer than 15 business days.

How do I know who is working on my request?

If you have used the Subaward Request: You will receive several notification emails throughout the workflow. To find out where the request is in the workflow, log into Kuali Build, click on Submissions, and then select Submitted. Click on the link in the Form column to view the form, then in the left column of the form, toggle from Review to Status. SPA's standard turnaround time for initial drafts to be sent to the subrecipient is 15 business days from the date the SPA Sub Team receives the notification in the workflow. After 15 business days, if you have not heard from the SPA Sub Team, contact Venzula Harris if you’re on Team Red, or Bill Hugo if you’re on Team White.

If you have used the Subaward Request - Internal: you should receive an email from one of our staff members within 72 hours of your Subaward Request submission. If you haven’t been contacted, reach out to Venzula Harris if you’re on Team Red, or Bill Hugo if you’re on Team White. You may also contact Jeanne Galvin, Assistant Director for Contracts.

Is there anything I can do to help expedite the process of executing the Subaward?

Ensure that ALL requested information on each form is complete.

Do I need to provide a new subaward commitment form for each modification or request?

Yes, for now each action we take on a subaward will require an updated form.